SS Tapping Sleeves Bid 02-2024_cjd.pdf

Purchasing Department

Invitation to Bid

ITB-24-002-Stainless Steel (Full Wrap) Tapping Sleeves

Annual Contract for Stainless Steel (Full Wrap)

Tapping Sleeves for

Transmission, Distribution & Engineering

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INVITATION TO BID (ITB)

#ITB-23-002-STAINLESS STEEL (FULL WRAP) TAPPING SLEEVES

Procurement Specialist: Lottie Delgado Email Address: purchasing@pueblowater.org Telephone Number: 719-584-0201 Fax Number: 719-584-0279

Proposals must be received no later than:

2:00 p.m. MST, on Tuesday, February 6, 2024 Proposals received after this date and time will not be considered for award.

Price quoted shall include any charges for packaging, containers, freight and delivery to:

Warehouse, 707 W. Third Street, Pueblo, Colorado 81003

INSTRUCTIONS TO BIDDERS:

To participate day of bid opening:

1.) Dial 1-800-747-5150 2.) Enter the ready access number: 5840201

The Board of Water Works of Pueblo, CO (Pueblo Water) accepts proposals via; email, fax, submitted online using Rocky Mountain E-Purchasing System (https://www.bidnetdirect.com/colorado), hard copy mailed or dropped off. Pueblo Water is not obligated to accept quotes from offerors that are not submitted on time for any reason.

If you have questions or need assistance, contact BidNet support at 800-835-4603. After uploading bid documents, you must click the SUBMIT button. Pueblo Water will not accept uploads that are “saved” but not “submitted”. To verify that your bid was submitted successfully, you may contact BidNet Support or verify via the Bid Management tab in your account that the documents are not in “Draft” status.

Schedule of Events (subject to change)

All times are given in local Colorado time

ITB Issued Monday, January 22, 2024 Inquiry Deadline Friday, February 02, 2024 @ 1:30 p.m. MST Proposal Due Date and Time Tuesday, February 06, 2024 @ 1:30 p.m. MST

Table of Contents Section Title Page I. Specifications 3 II. Statement of Work 3 III. Special Conditions 4 IV. Response Format 10

Attachments Section Title Page A. Bid Form 11 B. Proposal Acknowledgement Form 13 C. Sample Acceptance Form 14

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SECTION I. – Specifications

A. General Specifications Specifications listed are minimum except where noted. Stainless Steel (Full Wrap) Tapping sleeves per AWWA C223 to be designed for buried service and a working pressure of 150 psi.

Body - Stainless steel per ASTM A240, type 304 and type 304L.

Outlet – Mechanical Joint, AWWA C-111, AWWA C-223, Stainless Steel, Type 304 or 304L

Bolts, Nuts, & Washers - Stainless steel type 18-8. Drop In bolts.

Gasket - Gasket shall wrap continuously around the entire circumference of the pipe. SBR per ASTM D2000 MAA 610, compounded for water service.

Test Plug - 3/4" NPT type 304 Stainless Steel. Plug threads coated to prevent galling.

Installation - Must not require caulking, welding, special lubricant or special tools.

B. Delivery and Manufacturing Stipulations

Delivery shall be made to 707 West Third Street, Pueblo, Colorado between the hours of 8:00 a.m.

and 3:00 p.m. Monday through Friday, excluding holidays. All bid prices shall be FOB Pueblo, Colorado.

C. Special Notice Pueblo Water in addition to reserving the right to accept or reject any and all bids, announces the following policy:

All bids for stainless steel (full wrap) tapping sleeves submitted by vendors for a specific tapping sleeve must have (30 days prior to bid opening) approval of their sleeves which can be initiated by:

1. Submission of working sample per Pueblo Water' specifications 30 days prior to bid opening.

2. Submit detailed specifications and drawings with sample.

3. List of users in and out of the State of Colorado.

4. Availability cost of parts and time for delivery.

Stainless Steel (full wrap) Tapping sleeves approved as of 1/05/23 are:

• Power Seal, Model 3490 MJ Outlet

• JCM, Model 439 MJ Outlet

• Romac, Model SSTIII MJ Outlet

• Cascade, Model CST-EX-MJ Outlet

SECTION II. – Statement of Work

A. Scope of Services Pueblo Water is seeking to enter into an annual contract for the specified bill of material.

B. Period of Award The effective date of providing the required product and services shall be one (1) year, commencing on February 23, 2024, through February 22, 2025.

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SECTION III. – Special Conditions

A. Issuing Office Pueblo Water’s Procurement Specialist listed herein is to be the sole point of contact concerning this ITB. Bidders shall not directly contact other personnel regarding matters concerning this ITB or to arrange meetings related to such.

B. Official Means of Communication All official communication from Pueblo Water to Bidders will be via postings on an electronic solicitation notification system, the Rocky Mountain Bid System (www.bidnetdirect.com/colorado).

The Procurement Specialist will post notices that will include, but not be limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of award. It is incumbent upon Bidders to carefully and regularly monitor the Rocky Mountain Bid System for any such postings. In addition, communications may be sent to attendees of the pre-proposal conference, if any via email.

C. Inquiries Prospective Bidders may make written inquiries by e-mail before the written inquiry deadline concerning this ITB to obtain clarification of requirements. There will be opportunity to make inquiries during the pre-proposal conference, if any. No inquiries will be accepted after the deadline. Inquiries regarding this ITB (be sure to reference ITB number) should be referred to:

E-Mail: purchasing@pueblowater.org Subject Line: ITB-24-002-STAINLESS STEEL (FULL WRAP) TAPPING SLEEVES

Response to Bidders’ inquiries will be published as a modification on the Rocky Mountain Bid System in a timely manner. Bidder cannot rely on any other statements that clarify or alter any specification or other term or condition of the ITB.

Should any interested Bidder, sales representative, or manufacturer find any part of the listed specifications, terms, and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Procurement Specialist of such matters immediately upon discovery.

D. Method of Bid Submittal - Fax/Online Guidelines:

The Board of Water Works of Pueblo, CO (Pueblo Water) accepts proposals via; email, fax, submitted online using Rocky Mountain E-Purchasing System (https://www.bidnetdirect.com/colorado), hard copy mailed or dropped off. Pueblo Water is not obligated to accept quotes from offerors that are not submitted on time for any reason.

Bids received on fax equipment or online will not be reviewed or evaluated upon receipt until designated bid opening date and time

Pueblo Water will allow online bid submission through Rocky Mountain Bid System at https://www.bidnetdirect.com/colorado and or faxed equipment utilizing the following guidelines:

Online - Bid must be successfully submitted and not just uploaded. You will receive a “Bid Submission Confirmation” pop-up window prior to final submission. If you are unsure if your documents were submitted successfully, contact Rocky Mountain E-Purchasing System at 800.675.4603 or verify via the Bid Management tab in your account that the documents are not in “Draft” status.

https://www.bidnetdirect.com/colorado tel:(800)%20675-4603

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Faxed – Bid must be received by the Purchasing department before the deadline date and time.

a) Bids received on fax equipment will not be reviewed or evaluated upon receipt. The bid will be sealed until the designated bid opening date and time.

b) Pueblo Water does not guarantee the availability of fax equipment; bidders choosing to use fax equipment do so at their own risk. Bidders should allow enough time prior to scheduled bid opening for access to fax equipment.

c) Pueblo Water will only accept bids that are fully received prior to the scheduled bid opening.

Any bid that is printing at the bid opening time will be considered late and unacceptable.

d) Purchasing Department fax number is 719/584-0279.

In submitting the proposal, the vendor agrees that acceptance of any or all bids by the Procurement Specialist within a reasonable period constitutes a contract. No delivery shall become due or be accepted unless a purchase order has been issued by the Purchasing Department.

All bids submitted must indicate unit prices for each separate line item quoted in addition to showing the totals. In the case of a discrepancy between the unit price and the extension set forth for the item the unit price shall prevail; however, if the unit price is ambiguous, unintelligible, or uncertain for any cause, or is omitted, the amount set forth in the “extension” column shall be dived by the quantity for the item and the price thus obtained shall be the unit price. In case of discrepancy between the total shown on the bid form and the actual sum of the item totals, the actual sum of all item totals shall prevail.

All goods shall remain the property of the seller until delivered to and accepted by Pueblo Water.

E. Hold Harmless and Indemnification:

Successful bidder (Vendor) agrees to defend and hold harmless the Purchaser, its customers and users of the material provided, against all loss, expense and damages, arising from bodily injury to any person, including death there from, and damage to property caused by any defective products supplied hereunder by the negligence or by the willful acts of Vendor, its agents or employees engages in the manufacture, installation, delivery, erection, repair or operation of any equipment or material covered hereunder.

The Vendor shall indemnify and save harmless Pueblo Water against all claims for damages and any loss or expense, including attorney's fees, sustained by reasons of royalties, patent, trademark, or copyright infringement which may be involved in the manufacture or use of the material to be furnished.

F. Modification or Withdrawal of Proposals:

Proposals may be modified or withdrawn by the Bidder prior to the established due date and time.

G. Changes Clause:

No change will be made to the requirements of this order without the express written consent of Pueblo Water. Any excess cost incurred by the Vendor, in the event an unauthorized change is made, will be at Vendor’s expense and not chargeable to Pueblo Water. Any change made without the consent of Pueblo Water may result in the cancellation of this order. Pueblo Water reserves the right to procure any/all emergency requirements on the open market.

Please note in your proposal exceptions and modifications to the contract you desire to be made.

Any exceptions or modifications to the contract may be grounds for considering a proposal non-

ITB-24-002 Annual Contract for Stainless Steel (Full Wrap) Tapping Sleeves Page | 6 responsive.

H. Inspection:

Pueblo Water will inspect each item delivered under this order at the time of delivery or as soon thereafter as possible. Any item found not to meet the specifications of this order will be returned to the Vendor for alteration or repair. Any item will be considered accepted by Pueblo Water after a satisfactory inspection has been made and any alterations or repairs required have been accomplished.

I. Award:

The award will be made to the responsive, responsible bidder whose offer, conforming to this Invitation for Bid, will be most advantageous to Pueblo Water, price and other factors considered.

J. Acceptance:

A proposal submitted in response to this ITB shall constitute a binding offer. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the Bidder shall indicate acknowledgment of this condition. A submission in response to this ITB acknowledges acceptance by the Bidder of all terms and conditions as set forth herein. A Bidder shall identify clearly and thoroughly any variations between its proposal and the ITB in the cover letter. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the ITB.

In submitting the proposal, Bidder agrees that acceptance of any or all bids by the Procurement Specialist within a reasonable time period does not constitute a contract. No delivery shall become due or be accepted unless a purchase order has been issued by the Purchasing Department.

Any goods shall remain the property of the Vendor until delivered to and accepted by Pueblo Water.

K. Invoice and Payment:

Invoices shall contain a non-duplicated number. Invoices can be sent electronically to accounting@pueblowater.org or a hardcopy to the following address:

Board of Water Works Accounts Payable P.O. Box 400 Pueblo, Colorado 81002-0400

Pueblo Water has the ability to remit payment via the following methods:

E-Payables: Pueblo Water’s preferred method of payment is E-Payables. This option allows for payment within 3 days of Pueblo Water receiving the invoice and makes the payment process a seamless transaction for large dollar purchase orders and contracts. A secure account number is assigned to the Vendor following award of the Contract. The secure Visa number is then used to process invoices via the Vendor’s credit card system and their merchant bank. Notification of payment is issued to the Vendor via e-mail at time of payment. Should Vendor not have a credit card system in place, they may contact Bank of America Merchant Services at 1-877-837-9022.

Procurement-Card (P-Card): Pueblo Water utilizes a corporate procurement card (Visa) to transact smaller dollar payments by Pueblo Water staff. This provides benefits and efficiencies associated with credit card purchases and vendor reimbursements.

Check/ACH: With this option Pueblo Water will remit payment 30 days after receiving an invoice.

mailto:accounting@pueblowater.org

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Unless Vendor notifies Pueblo Water to the contrary, Pueblo Water will remit payment utilizing its E- Payables process.

L. Exceptions:

All prospective Bidders shall separately record any proposed specification deviations from those herein provided. Bidders must also be aware that bids submitted to Pueblo Water which are not in full compliance with the published specifications may be rejected as non-responsive. Pueblo Water shall be the sole judge in determining which exceptions, if any, to the published specifications are acceptable based on Pueblo Water’s intended use.

M. Estimate of Quantities/Amounts:

The estimates of quantities/amounts noted are based on past procurement records and/or projections for the next twelve (12) month period. Quantities/amounts shown on the Bid are for bid evaluation only and constitute no guarantee what quantities/amounts, if any, may actually be ordered.

Upon award of the contract, the Vendor hereby expressly agrees to furnish the designated bill of material required by Pueblo Water in each of the quantities listed on the “Bill of Material” and for which has quoted prices, for the duration of the contract and at the prices shown.

N. Over shipment:

Material shipped in excess of quantity ordered may be returned at Vendor’s expense.

O. Freight (F.O.B. Destination):

Vendor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance and other services associated with delivery of all products under this Contract.

Bid price shall be FOB Pueblo, Colorado in minimum shipments of 10,000 lbs.

P. Protested Solicitations and Awards:

Any actual or prospective Vendor who is aggrieved in connection with either the solicitation or award of a contract may protest in writing to the Procurement Specialist. The protest shall be submitted within three calendar days after such aggrieved person knows, or reasonably should have known, of the facts giving rise thereto.

With regard to requirements or specifications set forth in this ITB, it is important for Vendors to note that a challenge should be made within three (3) calendar days of when the item being protested is known.

Q. Confidential/Proprietary Information:

Pueblo Water neither requests nor encourages the submission of confidential/proprietary information in response to this Invitation to Bid. All proposals will be confidential until a contract is awarded and fully executed. At that time, all proposals and documents pertaining to the proposals will be open for public inspection, except for the material that is proprietary or confidential.

However, requests for confidentiality can be submitted to the Procurement Specialist provided that the submission is in accordance with the following procedures. This remains the sole responsibility of the Vendor. The Procurement Specialist will make no attempt to cure any information that is found to be at a variance with this procedure. The Vendor may not be given an opportunity to cure any variances after proposal opening. Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary.

R. Informalities and ITB Cancellation:

The Procurement Specialist reserves the right to reject any and all bids for any or all items covered in the bid request, to waive informalities or defect in bids or to accept such bids as shall be deemed in the best interest of Pueblo Water. Pueblo Water reserves the right to cancel this ITB at any time, ITB-24-002 Annual Contract for Stainless Steel (Full Wrap) Tapping Sleeves Page | 8 without penalty.

S. Negotiation of Award:

In the event only one (1) responsive proposal is received by Pueblo Water, Pueblo Water reserves the right to negotiate the award for the services with the Vendor submitting the proposal in lieu of accepting the proposal as is.

T. Annulment Without Fault of Vendor:

Pueblo Water shall have the right at any time, for reasons which appear good to it, to annul this contract upon giving written notice “Notice of Termination” to the Vendor, in which event the Vendor shall be entitled to the full amount of the Material provided by him under this contract up to the time of such annulment. The Notice of Termination will specify the extent to which performance of the work is terminated and the date upon which termination becomes effective. Vendor may only terminate this contract with cause.

U. Notice to Cure:

Pueblo Water shall have the right to issue the Vendor a Notice to Cure in the event conditions of the contract are not being satisfied and are endangering performance of the contract. The failure shall be cured within the time allotted by Pueblo Water or will face termination of the contract for default.

V. Termination for Default:

Pueblo Water may terminate this Contract for default if Pueblo Water in its sole discretion determines that the Vendor has failed to comply with the Contract Documents; fails to make progress, so as to endanger performance; acts or fails to act so that it reasonably appears Vendor’s future performance is uncertain; or fails to perform the Work within the time specified or any written extension; and does not cure such failure within a reasonable period of time after written notice. In the event of termination for default, Pueblo Water may purchase replacement Work or Materials, and the Vendor shall reimburse Pueblo Water for any excess costs incurred by Pueblo Water.

Pueblo Water shall pay to the Vendor, as full compensation, the unit or prorated Contract Price for the performance and accepted portion of the Work or Materials. Termination for default will result in the removal of the Vendor’s name from the approved Bid list for two (2) years or a different period of time, at Pueblo Water’s discretion.

If, after notice of termination for default, Pueblo Water determines that the Vendor was not in default or that the Vendor’s failure to perform was due to cause beyond the control and without the fault or negligence of the Vendor, the termination shall be deemed “Annulment without Fault of Vendor” per clause above.

W. Force Majeure:

The parties shall not be responsible for any failure or delay in the performance of any obligations under this Contract caused by natural disasters, flood, fire, war or public enemy. (Economic conditions and labor strikes shall not be considered force majeure events.) If a party asserts force majeure as an excuse for failure to perform the party’s obligation, then the nonperforming party must provide that the party took reasonable steps to minimize delay or damages caused by the force majeure, that the party substantially fulfilled all non-excused obligations, and that the other party was timely notified of the likelihood or actual occurrence of a force majeure. In the event of a force majeure is declared and in effect for more than ten (10) Days, Pueblo Water may terminate this Contract without any further obligation or liability.

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X. Subcontracting and Assignment:

The Vendor shall not assign or subcontract the work, or any part thereof, without the previous written consent of Pueblo Water, nor shall they assign, by power of attorney or otherwise, any of the money payable under the Contract unless written consent of Pueblo Water has been obtained.

No right under the Contract, nor claim for any money due or to become due shall be asserted against Pueblo Water, or persons acting for Pueblo Water, by reason of any so-called assignment of the Contract or any part thereof, unless such assignment has been authorized by the written consent of Pueblo Water. In case the Vendor is permitted to assign moneys due or to become due under the Contract, the instrument of assignment shall contain a clause subordinating the claim of the assignee to all prior liens for services rendered or materials supplied for the performance of the work.

Y. Damages for Breach of Contract:

In addition to any other legal or equitable remedy Pueblo Water may be entitles to for a breach of this Contract, if Pueblo Water terminates this Contract, in whole or in part, due to Vendor’s breach of any provision of this Contract, Vendor shall be liable for actual and consequential damages to Pueblo Water.

Z. Incurring Costs:

Pueblo Water is not liable for any cost incurred prior to the issuance of a legally executed contract and/or purchase order.

AA. Non-Discrimination:

The Vendor shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

BB. Taxes:

Pueblo Water certifies that the material covered by this proposal is for its exclusive use in its official capacity and that it is exempt from Federal excise taxes, State and County sales and use taxes.

Certificate(s) available upon request.

CC. Access and Security:

Pueblo Water shall provide reasonable means of access to all Board locations covered under this Contract if applicable. The Vendor shall comply with all Pueblo Water’s access and building security policies that are available by contacting the Purchasing Department.

DD. Proposal Price:

Proposal price must be valid for 30 days for Pueblo Water review, and upon award will apply for the full award period. Estimated proposal prices are not permitted unless specifically requested herein.

Bidders are urged to submit prices that reflect accurate and reasonable predictions of costs insofar as possible. Bidders are alerted that Pueblo Water reserves the right to request a Best and Final Offer, any revisions, including costs, will be closely evaluated by the evaluation committee to insure the elimination of any perceived inequities and unacceptable conditions.

EE. Bidding Procedure:

The bid items shall be on a price per unit basis. Pueblo Water reserves the right to reject any offers bid in any other manner. Pueblo Water specifically reserves the right to award a contract based on the low total bid for all items listed on the “Bill of Material”. Bid shall stipulate time for delivery after receipt of purchase order number.

GG. Loading Instructions:

All materials shall be palletized on trucks with flat bed trailers for commercial shipment and shall be

ITB-24-002 Annual Contract for Stainless Steel (Full Wrap) Tapping Sleeves Page | 10 suitable for unloading by means of a fork-lift. Strapping, blocking, bracing and dunnage shall be in accordance with applicable traffic regulations and in keeping with sound practice within the industry.

Pueblo Water reserves the right to specify the method of palletizing.

HH. CONFIDENTIAL AND PROPRIETARY INFORMATION:

Pueblo Water is a public entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-201, et seq. (the “Act”), and therefore, this RFP and all Proposals are subject to public disclosure under the Act. In the event a Respondent desires any information provided as part of the Proposal process to be kept confidential, the Respondent must clearly mark all such information and provide a brief description as to why the information is, or should be, considered confidential or proprietary. Such identification by a Respondent is not determinative, and Pueblo Water shall make the final decision as to whether such identified information may be kept confidential under the Act. In no event shall entire Proposals be marked confidential.

SECTION IV. – Response Format

The following items are to be included in your proposal, in the order listed. Deviation from this may render your proposal non-responsive.

A. Proposal Acknowledgement

B. Bid Form (Attachment A.)

C. Addendums, if applicable

D. Samples or Product Literature to be Sent with Bid

1. Manufacturer and type.

2. Literature, including drawings, describing tapping sleeve, weight, dimensions and type of materials.

3. Firm delivery date shall be stated by vendors.

4. Type of epoxy coating to be supplied; specifications must be submitted for any coating

E. Material Safety Data Sheets, if applicable If this product required Material Safety Data Sheet literature, the current MSDS, product literature, and any NSF/ANSI 60 or 61 material information must be included with your bid.

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Board of Water Works of Pueblo, Colorado Bid Form Attachment A.

ANNUAL CONTRACT FOR TAPPING SLEEVES

VENDOR

PART # SIZE O.D.

UNIT PRICE

W/ACCESSORIES

EST.

QTY.

TOTAL

PRICE

6” x 4” 6.90 2

6" x 6" 6.90 2

6" x 6" 7.50 2

8”x4” 9.05 2

8”x4” 9.60 2

8" x 6" 9.60 8

8” x 6” 9.05 6

8" x 8" 9.05 3

8" x 8" 9.60 3

12” x 6” 13.20 4

12" x 6" 14.38 2

12” x 8” 13.20 4

12" x 8" 14.38 2

12”x12” 13.20 2

12”x12” 14.38 2

16” x 6” 17.40 1

16” x 8” 17.40 1

16" x 6" 18.97 1

16" x 8" 18.97 1

20" x 6" 23.80 1

20" x 8" 23.80 1

Grand Total

PLEASE STATE THE FOLLOWING:

Manufacturer & Type:

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FOB Destination: Warehouse, 707 W. Third Street, Pueblo, Colorado 81003 Delivery time required:

Terms of Sale (check one):

E-Payables – Preferred Method of Payment*

P-Card

Check/ACH – Net 30 days Pueblo Water reserves the right to order stainless steel (full wrap) tapping sleeves not specifically listed in the Bill of Material. Bidder shall state the discount percent provided off the manufacturer’s list price for stainless steel (full wrap) tapping sleeves not quoted herein:

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ATTACHMENT B

PROPOSAL ACKNOWLEDGEMENT

The undersigned Bidder warrants that the material or services offered for sale hereunder complies in all respects with the instructions and specifications for said item(s) incorporated herein.

Falsifying this information is cause to deem your proposal nonresponsive and therefore ineligible for consideration. In addition, falsification of this information is cause to cancel a contract awarded based on one or both of the above preferences.

Bidder hereby acknowledges receipt of Addendum No. _________________________

IN WITNESS WHEREOF, this offer is made this ___________ day of ____________, 2024.

Name of Firm

By:

Signature of Authorized Agent Print or type name of authorized agent

Title of Authorized Agent

Whose permanent mailing address is:

Street or P.O. Box City State Zip

Phone Number Fax Number

Email Address

Checklist for Bid Submittal Requirements o Completed Bid Form (Attachment A.)

o Proposal Acknowledgement (Attachment B.)

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SAMPLE – ATTACHMENT C.

ACCEPTANCE

The BOARD OF WATER WORKS OF PUEBLO, COLORADO, hereby accepts the offer submitted by:

Name of Firm Mailing Address

For:

Name of Material or Service Contract and Term

As submitted at the public bid opening held on:

Day, Month, Date, Year

The Vendor listed above hereby expressly agrees to furnish:

required by Pueblo Water as listed on the Proposal, for the duration of the contract period in accordance with the specifications prepared by Pueblo Water.

Dated at Pueblo, Colorado this day of __________, 2024.

BOARD OF WATER WORKS OF PUEBLO, CO

By __________________________________ Lottie Delgado Procurement Specialist